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Department of Management SERVICES

Department of Management SERVICES

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Department of Management SERVICES

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  1. Department of ManagementSERVICES The Administrative and Operations Arm of Florida’s Government • STATE PURCHASING TEAM 5 • Charles Day • dayc@dms.state.fl.us • Tel. 850-488-4946 • Susan Barr • barrs@dms.state.fl.us • Tel. 850-487-6592 • Renee Gregory • gregorr@dms.state.fl.us • Tel. 850-414-6740

  2. Office Equipment and Support Services • Team 5 contracts provide commodities and services to assist agency personnel in performing day-to-day operations in the office environment and to meet program goals and requirements. These contracts also provide support services to facilitate agency non-core operations.

  3. Office Equipment and Support ServicesContact: Charles Day

  4. Office Equipment and Support ServicesContact Susan Barr

  5. COURIER SERVICESNo. 518-020-05-1 / Effective: Aug 15, 2004 through Aug 14, 2007 • DHL is the State of Florida's Sole Overnight & Ground Small Parcel Carrier

  6. Additional Handling Address Corrections- Ground Address Corrections- Air Chargeback for Consignee Billing Shipments C.O.D.s Delivery Area Surcharge Delivery Confirmation Response Delivery Confirmation Response - Signature Required Delivery Confirmation Response - Adult Signature Required Dimensional Weight Factor Early AM Out of Territory Early AM Premium Excessive Tracking, Tracing, & Refund Requests Hazardous Materials Surcharge, Air Hazardous Materials Surcharge, Ground Insured Value Missing/Invalid Account # Charge Oversize 1 Oversize 2 Pickup Charge - Ground ARS Proof of Delivery- (Fax or Mail) Quantum View Notify Residential Differential Saturday Pickup Saturday Delivery Ship Notification (fax) UPS Returns: Print Return Label UPS Returns: Electronic Return Label (new in Sept, 2001) UPS Returns: Print & Mail Return Label UPS Returns Plus: 1 UPS Pickup Attempt UPS Returns Plus: 3 UPS Pickup Attempts UPS Returns Plus: Call Tag Verbal Confirmation of Delivery Weekly Service Charge ($0 - $14.99 Billed) Weekly Service Charge ($15.00-$59.99 Billed) Weekly Service Charge ( $60+ Billed) International Rate Bill Duty/Tax & Shipping Charges to Shipper Certificate of Origin Currency Conversion Rate Delivered Duty Paid, V.A.T. Unpaid Dimensional Weight Factor Extended Area Surcharge Freight Collect Refusal - International Saturday Delivery Worldwide Express Plus Surcharge COURIER SERVICESUPS 2003 U.S. Domestic Accessorials

  7. COURIER SERVICESDHL U.S. Domestic Accessorials

  8. COURIER SERVICESNo. 518-020-05-1 / Effective: Aug 15, 2004 through Aug 14, 2007 TO SET UP NEW ACCOUNT • Agency CONTACT • Phone Number • E-mail Address • Agency • Billing Address (If Different Than Pick-up Address) • Department • Pickup Address • City • St • Zip stateofflorida@dhlsales.com or call 1-866-277-2592.

  9. COPYING EQUIPMENTNo. 518-020-05-1 / Effective: Aug 15, 2004 through Aug 14, 2007 • Lease Terms and Conditions • governed by the contract and attendant purchase orders • Insurance • General Condition 3.43 • Ordering Instructions • How To Use • Asses Your Needs • Limited Multiple Awards

  10. OFFICE MACHINESNo. 730-100-03-1 / Effective: Oct. 22, 2002 through Sep. 30, 2005 Specified Product • Many of the machines that retail "Cash & Carry" offer would not have been awarded. • The current Contract placed a premium on "cost to use". Therefore Laser based faxes were awarded. • Ink-jets, and thermal based plain paper systems were researched for a lower machine purchase price however the cost of supplies were prohibitive.

  11. OFFICE MACHINESNo. 730-100-03-1 / Effective: Oct. 22, 2002 through Sep. 30, 2005 Current Contract Offers the Following Differences vs. Cash & Carry Contract price includes: • Delivery • One year on Site Service (fix or immediate replacement) • Minimum Service Response; 6 hours • Guaranteed Service Renewal Price up to 2 years after Contract Termination • Guaranteed Supply Pricing up to 2 years after Contract Termination • Guaranteed replacement of discontinued machines at equal or better specs; equal or better price. • Installation & Training in Categories 4B, 5A, 5B and 6. • Full Supplies (not starter supplies) in all delivered machines • Availability to deliver within 14 days • Indemnification of the State for Risk, Insurance • Vendor insurance related to service on-site up to $1,000,0000

  12. OFFICE CONSUMABLESNo. 618-001-04-1 / Effective: Dec. 31, 2002 through Dec. 30, 2006 What have you done for me lately? • P-card Use • E-Invoicing • Core vs. Non-Core • Accounts Payable

  13. PAPER & ENVELOPESNo. 645-120-04-1 / Effective: Mar. 28, 2004 through Mar. 27, 2007No. 310-000-00-1 / Effective: Oct. 24, 2002 through Oct. 9, 2005 • Prices • Delivery • Ordering Instructions

  14. RENTAL VEHICLESNo. 518-020-05-1 / Effective: July 1, 2004 through June 30, 2009 Major Changes: • Fuel Reimbursement is through your agency instead of Avis • Do not pay a per mile fuel mileage charge • Gasoline price is based on the Energy Information Administration (EIA) for Florida, published each Monday • Refueling Service Charge is a convenience for the service of refueling the vehicle upon return (.10/gal) • Personal Use:  must use your own insurance or buy it from Avis  • Same charges as in previous contract except lower rates  • ↓  Rental Daily Rate • ↓  Hourly Rate • ↓  Additional per/mile rate after 200 miles • If you do not use your P-Card or other approved payment methods that are billed directly to the agency by Avis or a credit card company, YOU WILL BE CHARGED TAXES AND A $2.00 PER DAY SURCHARGE.

  15. RENTAL VEHICLESNo. 518-020-05-1 / Effective: July 1, 2004 through June 30, 2009 • Changes and Advantages • Eliminated Fuel Mileage Charge ($ 0.07- $ 0.085) • Lower Net Rates Avg. -9% • Lower Late Charges Avg.-32% • Lower Excess Mileage Charges Avg. -27% • Fuel Prices Float with EIA U.S. Retail Gasoline Prices • Savings • Savings off List Price : 52% • Estimated Difference Previous Contract: -21%

  16. RENTAL VEHICLESNo. 518-020-05-1 / Effective: July 1, 2004 through June 30, 2009 IMPORTANT Under the provisions of Section 212.08(6), Florida Statutes, rental vehicle use not paid directly by a governmental organization is taxable. Only in-state rentals that are billed directly to the agency are tax exempt by use of any of the following approved payment methods: • Avis Credit Card • Avis issued Company Travel Order (ACTO) • State of Florida Purchasing Card or • Pre approved Direct Bills using Purchase Orders

  17. Save on Sales Tax Only in-state rentals that are billed directly to the agency by use of an Avis Credit Card, Avis issued Company Travel Order (ACTO), State of Florida Purchasing Card, pre approved Direct Bills using Purchase Orders, are tax exempt. Save on Use Tax exemption from use tax is not available for any taxable transaction when payment is made by use of personal funds, including cash, checks, or credit cards, even though the employee is subsequently reimbursed by the governmental organization. RENTAL VEHICLESNo. 518-020-05-1 / Effective: July 1, 2004 through June 30, 2009

  18. RENTAL VEHICLESNo. 518-020-05-1 / Effective: July 1, 2004 through June 30, 2009 Travel Guidelines • Review each trip to determine if it is more economical to rent a vehicle from the state contract or pay mileage for the use of privately owned vehicles. • There is a $.10/mile savings over the privately owned vehicle reimbursement rate. You should account for this when you approve the mode of travel. • Be cognizant of any additional travelers that may be going on state business to the same location. If this occurs, employees should be required to travel together. • Employees who travel frequently and have not been issued a purchasing card, should request a restricted use card to take advantage of the tax use savings. All employees should be reminded to use the purchasing card to pay for official travel related expenses and they should make sure that the providers are giving them the tax exempt status that is provided by law.

  19. AIR TRAVELNo. 991-840-02-1 / Effective: Nov. 15, 2001 through Nov. 14, 2004 • Spend information based on Flair Data for the 2003-2004 FY is approximately $ 16.9 M • Universities (FSU, UCF, UF) = $ 10.0 M • State Agencies = $ 6.9 M • Spend categories include In-State, Out-of-State and Foreign travel • Florida has the second largest number of enplanements     Florida is second to California and followed by Texas. • Include Rental Cars, Hotels, and Travel Agencies the spend is estimated to be $ 50.0 M  

  20. TEMPORARY EMPLOYMENTNo. 991-460-04-1 / Effective: May 17, 2004 through May 16, 2007 Definitions: • Pay Rate:  The per hour rate paid to the temporary employee by the contractor.  • Bill Rate:  The per hour rate paid to the contractor by the contracting agency. • Incumbent employees and bill rate adjustment, see Memo for details.

  21. LABORATORY SUPPLIESNo. 991-460-04-1 / Effective: May 1, 2003 through April 04, 2006 NASPO Multi-State Laboratory Supply • Contract • Arkansas is the lead • Evaluation members included Florida and Louisiana. : • Vendors • Fisher • VWR • OraSure – Rapid HIV  20 minute test, 99.6% accuracy

  22. MEDICAL & DENTAL SUPPLIES NEW STATE TERM CONTRACTNo. 475-000-05-1 /Tentative Effective: October 1, 2004 New 3-year State Term Contract Medical Supplies • $2.1 million in savings over current pricing • 3 CMBE Vendors • American Medical Depot • Med Supply of Tampa • Sun Surgical Supply • Med Supply Partners (non-CMBE) • Cross-Agency Strategic Sourcing Team • DMS • DOH • DOC • DCF

  23. MEDICAL & DENTAL SUPPLIES NEW STATE TERM CONTRACTNo. 475-000-05-1 /Tentative Effective: October 1, 2004 Medical Supplies • 28.7% Savings From The Baseline Price Dental Supplies • 15.9% Savings From The Baseline Price DOC Current Agency Contract Provides 20% Discount Off Catalog List Price